Documents are an essential part of every business, but it can be difficult to keep up with them. Employees waste valuable time and energy searching for documents without a central system for document distribution.
Fortunately, with the right document distribution software it is possible to ensure that all participants have instant access to any version of the document they require. This is particularly crucial for industries like construction and engineering that rely heavily on documents that are highly technical to run their daily operations. Every project document undergoes numerous changes and updates. The proper storage and accessibility of all versions are critical to the success and completion of any project.
A document distribution matrix is the best method to manage the project documents and distribute them. It is a spreadsheet that identifies the people who require which files when. The matrix also details how the files are being distributed (by email or file transfer protocol servers, through an image scanner or in person) and allows users to schedule reminders to ensure that they aren’t forgotten about or overdue for review.
Indexing is a different feature of document management software. It automatically categorizes documents based on the type of data they contain. This makes it easier to move documents through workflows and find them later. Version control and simultaneous collaboration tools ensure that everyone is working on the most recent version of a document. They also prevent confusion that is caused by multiple different, contradictory modifications.